Conference Committee
About
The Conference Committee is responsible for the planning of the Annual Conference, NESHCo's premier annual event, held each Spring. A much-anticipated networking event kicks off the conference, followed by two days that offer exhibitions for vendors, educational sessions, networking, and more. The Annual Conference also hosts the Lamplighter Awards Gala, an evening to celebrate the Lamplighter Award winners and the accomplished work across New England. The Conference Committee plans and organizes the entire event in close coordination with the NESHCo staff and other NESHCo Committees.
The committee should strive to create a welcoming and inclusive environment that fosters collaboration, networking, and learning. The committee’s goal should be to deliver a successful conference that leaves attendees feeling inspired, engaged, and motivated.
Committee Objectives
- Speaker Selection.
- Review the conference presentation proposals and determine sessions to accept or reject.
- Committee members may be required to invite speakers to submit proposals if submissions numbers are low or submissions are lacking relevant content for breakout tracks.
- Coordinate the Opening Night Event. Discuss and approve the conference kick-off venue including entertainment.
- Develop and approve additional activities, if applicable. For example: learning excursions, social activities, etc.
Chair Responsibilities
- Determine the conference theme and draft the full theme description.
- Determine a minimum of 3 conference tracks in alignment with the conference theme.
- Identify and secure an opening and closing keynote speaker who are aligned with the conference theme and can deliver a thought-provoking and inspiring presentation.
Time Commitment
- Term: 1 year (July 1st - June 30th)
- Committee members may elect to renew for consecutive years with no limitations.
- 8-10 committee meetings annually
- ~25 hours volunteer time
Outline of Yearly Activities
- July-September: Introductory meeting to review committee objectives and begin drafting conference theme.
- October (early): Finalize conference theme. Deploy Save the Date and conference design.
- November: Finalize conference tracks in alignment with the theme.
- December: Call for Speakers announced.
- January-February: Confirm plans for Opening Night Event.
- February-March: Call for Speakers closes. Conduct review process. Finalize agenda.
- March: Registration opens.
- April: Early Bird Deadline. Support sponsorship outreach.
- May/June: Conference.
- June/July: Post-conference debrief.
Lamplighters Committee
About
The Lamplighter Committee is responsible for the planning and execution of the Annual NESHCo Lamplighter Awards, held each Spring in conjunction with the Spring Conference. The Lamplighter Awards recognize the work produced throughout New England in the timeframe ending in January of the award year and covering the 15 months prior. The Call for Entries each year begins on the first Monday of December and closes on the first Sunday in February. The Lamplighter Awards also pays tribute to the Best in New England winner, the Owen J. McNamara Excellence in Writing winner, and the Evans F. Houghton recipient.
Committee Objectives
- Review the Call for Entries Document. Reassess the value of categories with low submissions. Sunset categories as appropriate. Clarify or rewrite category descriptions and requirements as needed. Develop and (re)write additional categories as needed.
- Recruit and Secure Judges. Contact other SHSMD Independent Chapters for volunteers. (40-50 judges required).
- Coordinate the Annual Lamplighter Awards Gala. Assess the needs for the event and opportunities for improvement. Identify and invite host(s) to emcee the event. Review and approve the event script and presentation (provided by NESHCo staff). Determine volunteer needs during the event and recruit as needed.
Chair Responsibilities
- Recruit and appoint committee members by June 30th
- Schedule and lead 2-4 committee meetings annually.
- Ensure the quota for judges is met.
- Liaise with the Conference Committee as needed
Time Commitment
- Term: 1 year (July 1st - June 30th)
- Committee members may elect to renew for consecutive years with no limitations.
- 2-4 committee meetings annually
- ~15 hours volunteer time or less
Outlines of Yearly Activities
- July – September: Introductory meeting to review charges and discuss any changes to the Lamplighter categories.
- October – November: Finalize Call for Entries document.
- December: (First Monday in Dec) Call for Entries announced. Begin recruitment of judges.
- January: Early Bird Deadline. Finalize judge volunteers.
- February: (First Sunday in February) Submission Deadline. Judging to begin review immediately after the deadline. NESHCo Staff to manage judging process. Committee to begin planning for Lamplighter Gala.
- March: Winners contacted. Level of award not revealed.
- April: Deadline for recommendations for Lamplighter Gala to NESHCo Staff.
- May/June: Lamplighter Gala hosted at the Annual Conference.
- June/July: Post-conference debrief.